Bank details changed? Held until someone checks.
Every invoice is checked against what DocuBite already knows: the supplier's account, its past invoices, your orders and your approval route. A check that fails holds the invoice and says why, in plain words.
What else does it catch? Before anyone pays.
Three bills, each just under a threshold? Seen as one.
Invoices from one supplier inside a week are added up. When together they crowd an approval threshold that each stays below, the newest one says so.
Thaba Bosiu Cleaning's TBC-0419, LSL 1 550,00, needs attention. Split invoice: 3 invoices in 7 days from this supplier total 4650.00, crowding the 5000 approval threshold while each stays below it.
A supplier you've never paid? Its red flags, named.
A new supplier's first invoices are checked for a free-mail sender, a VAT number in the wrong format, a bank account in another country than the address. A new supplier's first 3 documents always go to a person, however well they were read; Touchless comes later, once a supplier is known.
Kgotso Fuel Supplies' first invoice needs attention. Supplier review: New supplier "Kgotso Fuel Supplies" has 2 onboarding red flag(s): sender is a free-mail address (@gmail.com) — business suppliers usually invoice from their own domain; VAT number "40012" does not match this region's format.
Who can wave it through? Only who you choose, with a reason.
Who approves what? The route you set.
Stages in order, each with the people you choose. A stage can start at an amount, so a director signs only the large ones, and every invoice shows who it's waiting on.
Approval Flows, Supplier invoices: 1. Finance review, Lerato M.. 2. Director sign-off, Thabo K., from 5 000,00 up. An invoice's trail: Lerato M. approved, waiting on Thabo K.
Already cleared it by phone? Override it, on the record.
With Override Mode on, a soft check can be acknowledged with a reason that goes on the audit trail. Duplicate, jurisdiction and SMB-ceiling checks never can be.
Override Mode is on. The 2/3-way match check is soft and is overridden with the reason "Price change agreed by phone with Maseru Print Works on 12 Oct.". The Duplicate check is hard: Duplicate, jurisdiction, and SMB-ceiling checks can't be overridden — resolve the underlying issue instead.
Something still open on it? It waits, and says why.
Ready to Approve lists each invoice at its stage. One with a failed hard check or an open exception can't be approved yet, and its row gives the reason.
Ready to Approve: Maseru Print Works KP-339 reads Not eligible — An exception is open on this invoice. The others wait at their stage.
Put your own rules on it.
For businesses and accounting firms in South Africa and Lesotho.
Set your purchase-order tolerances and your approval route, then send a month of invoices through. Every hold comes with its reason, and every override with who made it and why.
Questions first? Email support@docubite.com.
KP-339 waits in Exceptions until the supplier confirms.